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Free Thank You Letter Samples Zahra Hashemi 09 02 2009

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Free Thank You Letter Samples Zahra Hashemi 09 02 2009 Powered By Docstoc
					Zahra Hashemi   09/02/2009
A short course on letter
   writing in English




       Zahra Hashemi   09/02/2009
    Why we should learn to write.
● Writing has been an important asset in the human
  civilization.
● It has allowed the man to communicate his
  thoughts, experiences, ideas, and feelings to the
  other people and
● in doing so affect those people’s opinions, emotions
  and feelings.
● Letter writing provides an authentic purpose for
  writing, because the audience is real.

                Zahra Hashemi   09/02/2009
      “The letter you write is you”
● Letters remain hugely important in our everyday
  lives, because we feel the need to have something
  confirmed in writing.
● People write letters to request information, request
  action, provide information or describe an event,
  decline a request, and express appreciation.
● An inescapable part of life is knowing how to write a
  letter.
● A good letter must be error free, clean, with solid
  facts.



                 Zahra Hashemi   09/02/2009
      Grammar knowledge is the core of
            good letter writing

● Grammar is just the relationship between words. A
  letter or any kind of writing should be very
  grammatical.
● Subject- verb agreement, punctuation, correct usage
  of adjectives and adverbs
● http://owl.english.purdue.edu
● www.askoxford.com



                 Zahra Hashemi   09/02/2009
Samples of Grammar Errors

● It is very a lot system….
● -I think educational system of Iran totally wrong and
    not suitable for Iranian students
●   -I friendly recommend you to make you decision
●   -you can help them and happy them
●   -we should can concentrate students as one part
●   -I are really interested in studying


                     Zahra Hashemi   09/02/2009
        Letter writing




● A great way of communication




         Zahra Hashemi   09/02/2009
       Different types of letters

●   Invitation
●   Thank you letters
●   Congratulations
●   Condolence
●   Apology
●   enquiry
●   Application (submission, request)
●   Resumes (CV)
●   Recommendation


                   Zahra Hashemi   09/02/2009
      The first step in writing a letter
               Ask yourself…
1-why am I writing this letter? what has led up it? (my
   maximum aims).
2- what do I hope to get out of it”? (my realistic aims).
3- What is the best way to achieve this?
4- what information do I need to provide? For example
   dates of appointments, addresses of people involved,
   reference to account number, etc.
5- what arguments do I need to use?




                    Zahra Hashemi   09/02/2009
       Different types of letters…

1- Formal: Formal letters have a definite aim.
( we don’t know the recipient very well. They
   include: thank you letters, letters of invitation,
   letters of condolence, and congratulations).

2- Informal (personal) : written to a relative or
  friend concerning some personal or social
  matters.

3- Business letters: letters of application,
 resumes, recommendation, enquiry, request

                    Zahra Hashemi   09/02/2009
Formal and business letter format




          Zahra Hashemi   09/02/2009
  Rules for writing a formal letter

● All business letters have the following parts:
● 1- heading
● 2- inside address
● 3- salutation
● 4- body
● 5- Closing
● 6- signature


                      Zahra Hashemi   09/02/2009
                 Heading:
          The address of the sender.

● Including the address of the sender is optional. If
  you choose to include it, place the address one line
  below the date. Do not write the sender's name or
  title. Include only the street address, city and zip
  code.
● Another option is to include the sender's address
  directly after the closing signature




                      Zahra Hashemi   09/02/2009
                Inside address
● The name and address of the person to whom you
    are writing must be included under your own
    address but against the left hand margin.

●   Brown and little Co., Ltd.,
●   294 Acorn St.,
●   Little stone, Birmingham
●   England

●   Office of admissions
●   Stanford university
●    Stanford, CA 94103
●   USA
                     Zahra Hashemi   09/02/2009
            Recipient's Address

● Use "Mr." for a male recipient.
● If you do not know how a female recipient prefers to
    be addressed,
●   it is best to use "Ms”
●   Example:
●   Ms. Anna Brown, Chair
    Department of Linguistics
    Right State University
    1415 University Drive
    Felicity, OH 45434
●   Mr. John Adams
●   Chairman of the board of directors,
●   592 market street
●   San Francisco, CA 94108
                      Zahra Hashemi   09/02/2009
          The Date of the Letter

● The date line is used to indicate the date the letter
    was written.
●   British style: (Begin with the day, no comma)
●   15 January 2008
    or
●   American style: (Begin with the month;
●    use a comma)
●    December 1, 2008


                       Zahra Hashemi   09/02/2009
                 Salutation (greetings)


● Use the same name as the inside address, including the
  personal title. If you know the person and typically address
  them by their first name, it is acceptable to use only the first
  name in the salutation (for example: Dear John:).
● In all other cases use the personal title and full name followed
  by a colon. Leave one line blank after the salutation.
● If you don't know a reader's gender, use "To Whom it May
  Concern."
● It is also acceptable to use the full name in a salutation if you
  cannot determine gender. For example, you might write Dear
  Chris Harmon: if you were unsure of Chris's gender.
                       Zahra Hashemi   09/02/2009
       Greeting or salutation…

● British style : With a coma
● Dear Mr. Mrs. Miss, Dr, or Ms


● American style with colon (: ) 
● Gentlemen:
● Dear Ms., Johnson:




                 Zahra Hashemi   09/02/2009
Zahra Hashemi   09/02/2009
                     Body of the letter
   keep an initial business letter short.
  (Business people are busy and do not have time to
   read long letters!)
The body of a business letter has four parts:
  Reference
  Information
  Purpose
  Conclusion



In a one-page letter, you will usually only need three or
   four paragraphs, single spaced. Use a double space in
   between paragraphs. Hashemi 09/02/2009
                       Zahra
                Body continued:
    In the first paragraph, consider a friendly opening
     and then a statement of the main point (it should be
     short and state the purpose of the letter (request,
     complain, inquiry etc.)
●    Thank you for your letter [inviting, offering,
     confirming]
●    It was so kind of you to [write, invite, send]
●     I am sorry to inform you that
●    Many thanks for [sending, inviting, enclosing]
●    I was so sorry to hear that
●    I am writing to tell you that

                    Zahra Hashemi   09/02/2009
Zahra Hashemi   09/02/2009
                 Useful phrases
● I am delighted to announce that

● I am very grateful to you for [letting me know,
  offering, writing]

● I was delighted to hear that




                   Zahra Hashemi   09/02/2009
          Reference samples

● Thank you for the letter dated March 4th.

● It was a pleasure to receive your letter…

● I am very sorry to learn about…

● You may remember that we met each other in the
  3rd congress of…


                  Zahra Hashemi   09/02/2009
         Contents of a letter

● The next paragraph should begin justifying the
  importance of the main point. background
  information and supporting details.

● The closing paragraph should restate the purpose of
  the letter and, in some cases, request some type of
  action. what action you expect (send information,
  accept you etc.).


                  Zahra Hashemi   09/02/2009
                  Information…

“You may remember that I met you at the 3rd congress
  of women’s study in Malaysia, and we discussed our
  mutual idea of working on a joint project to increase
  the cancer awareness…”




                  Zahra Hashemi   09/02/2009
                    purpose

● Here you should give the reasons why you are
  writing your letter:

● “Now I should like to suggest that a conference
  about the above mentioned subject is under way in
  Tehran and…”




                   Zahra Hashemi   09/02/2009
Conclusion/ to finish the letter


● Thank them for taking time to listen to your
  concerns.
● Ask them to let you know what action they are
  taking.
● Ask them to respond to the specifics of what you
  have said.
● Let them know that you are looking forward to their
  response.

                  Zahra Hashemi   09/02/2009
           Conclusion phrases

● I am looking forward to hearing from you soon.


● I sincerely hope that you can help me in this matter.


● I have enclosed a check to cover the costs.


● Thank you for your prompt attention to this matter.


                  Zahra Hashemi   09/02/2009
                       Closing

● The closing begins at the same
● Line as your date and one line after the
● last body paragraph.

● Capitalize the first word only. (for example: Thank
  you) and leave four lines between the closing and
  the sender's name for a signature.

● If a colon follows the salutation, a comma should
  follow the closing; otherwise, there is no punctuation
  after the closing .
                   Zahra Hashemi   09/02/2009
                   Ending a letter
● Yours faithfully : if you don not know the person
● Yours sincerely: if you know the person
● Your signature
● First sign your name
● Then print it under the signature
● (male or female in the brackets )




                    Zahra Hashemi   09/02/2009
                    Enclosure

● If you are enclosing additional information with your
  letter such as a resume or a curriculum vitae, skip
  two single lines after your typed name and type
  "Enclosure" or "Enclosures."

● If you use the plural, you have the option of stating
  the number of enclosures in parentheses. For
  example: Enclosures (2)



                  Zahra Hashemi   09/02/2009
Getting your job: application letters


● Cover letters
● resumes (CV)
● Recommendation letters




                  Zahra Hashemi   09/02/2009
                  Cover letters

● You never go somewhere unannounced, so your
  resume should never appear solo on a decision
  maker’s desk.

● Your first opportunity to introduce yourself, present
  your qualifications and show the search committee
  that you are a potential candidate.




                  Zahra Hashemi   09/02/2009
  Cover Letters--Just How Important
              Are they ?

● A potential employer's first impression of you is your
  cover letter. Your cover letter introduces you and
  your resume.
● The purpose of a cover letter is to get your CV read.
● The purpose of a CV (resume) is to get an interview.
● The purpose of an interview is to get a job.




                  Zahra Hashemi   09/02/2009
                 Cover letter Tips

● Write your cover letter on white paper.
● A resume cover letter should be only one page in
    length.
●   Your cover letter heading should be identical to your
    resume heading.
●   Headings should include your name and contact
    information.
●   Use a business format for dating and addressing
    your cover letter to the appropriate person.
●   List his/her correct position. "Mr. Ronald Jones,
    director of personnel”.

                    Zahra Hashemi   09/02/2009
                       Tips…
● Your cover letter greeting should be "Dear Mr.
  Jones:" or "Dear Mrs. Smith:“

● If you do not know the marital status of a female
  interviewer, the safe salutation is "Dear Ms. Smith:".
  Use a colon after the name and not a comma.

● A resume cover letter is a business letter. Use formal
  block (not indented) paragraphs with spaces in
  between.

● Your cover letter should consist of three paragraphs.
                      Zahra Hashemi   09/02/2009
   Cover letter introduction
          paragraph
● State the position you are applying for.

● State why you are applying and how you learned
  about the position.

● If you can, drop a name. (Be sure you have
  permission).

● Do a little research and say something about the
  company.

● Say that you are a strong candidate because of your
  qualifications, education, experience, interests, etc.
                   Zahra Hashemi   09/02/2009
 Cover letter job-matching paragraph
             (Paragraph 2)

● Now briefly expand on your qualifications, education,
  experience and interests, especially those that match
  the employer's needs.
● You want to appear as the perfect applicant.
  Additionally, cover letters should call out other key
  parts of your resume that you want the employer to
  notice.



                  Zahra Hashemi   09/02/2009
     Cover letter "close" paragraph
● Close your resume cover letter with a bold statement
  that you are a strong match for the job position.

● State that you are looking forward to meeting with
  him/her.

● Take the aggressive: Say that if you don't hear from
  him/her in 7-10 days, you will follow up.

● End your cover letter with

● Sincerely

● Your name
                  Zahra Hashemi   09/02/2009
             Salary information

● Only in the cover letter, and only if asked


● if it has been requested.


● Give a range of salary




                   Zahra Hashemi   09/02/2009
    What’s included in a cover letter?

●   Name the Specific job title
●   Two or three reasons why your experience makes a
    good fit
●   Brief outline of your career highlights
●   Emphasize your skills, talents and experiences
●   Do not include any negative information about
    previous employers




                  Zahra Hashemi   09/02/2009
       A review. Write a cover letter

●   Use block style - do not indent paragraphs.
●   Include address of the person you are writing to at the
    top of the letter, below your company address.
●   After the address, double space and include date
●   Double space (or as much as you need to put the body
    of the letter in the center) and include the salutation.
    Include Mr. for men or Ms for women, unless the
    recipient has a title such as Dr.
●   State a reference reason for your letter (i.e. "With
    reference to our telephone conversation..."
●   Give the reason for writing (i.e. "I am writing to you to
    confirm our order...")

                     Zahra Hashemi   09/02/2009
●   Make any request you may have (i.e. "I would be
    grateful if you could include a brochure..."
●   If there is to be further contact, refer to this
    contact (i.e. "I look forward to meeting you at...")
●   Close the letter with a thank you (i.e. "Thank you
    for your prompt help...")
●   Finish the letter with a salutation (i.e. "Yours
    sincerely,")
●   Include 4 spaces and type your full name and title
●   sign the letter between the salutation and the
    typed name and title



                   Zahra Hashemi   09/02/2009
                         A Sample cover letter
206 Summit Avenue
Oakdale, Indiana 46255
Date

Ms. Kathleen Hamilton, R.N.
Nurse Recruiter
General Medical Hospital
1505 Washington Avenue
Pittsburgh, Pennsylvania 15205
Dear Ms. Hamilton:
Innovative, caring, and trustworthy. These are the qualities that characterize General
Medical Hospital and its employees. As my résumé shows, these are also qualities I
possess and hope to demonstrate as a Registered Nurse with General Medical.
I have completed clinical rotations in Psychiatric-Mental Health, Emergency Room and
Intensive Care Units. Each rotation has enabled me to work both independently and
interdependently with people and health care team members in a hospital setting. My
clinical experiences have provided me with opportunities to assist RNs in administering
direct patient care and helping patients perform daily living activities.
The staff development programs that I participated in while working as a Student
Nurse Aide broadened my awareness of current trends and breakthroughs in the field
of medicine and nursing.
In May I will graduate from Ball State University with a Bachelor of Science degree in
Nursing. I am confident that my practical experience and knowledge of nursing
procedures will allow me to make immediate contributions to your hospital. I look
forward to meeting you soon to discuss how my skills can meet General hospital’s
needs. I will call you the week of April 15 to arrange an interview.
Sincerely,
 Catherine E. Rothchild            Zahra Hashemi 09/02/2009
        Resumes (CV)



● Guidelines on preparing a resume




          Zahra Hashemi   09/02/2009
        Why do we need resumes?

● To establish you as a professional person with high
  standards and excellent writing skills, based on the
  fact that the resume is so well done (clear, well-
  organized, well-written, well-designed, of the highest
  professional grades of printing and paper).

● For people in the art, advertising, marketing, or
  writing professions, the resume can serve as a
  sample of their skills.


                  Zahra Hashemi   09/02/2009
   Guidelines on preparing a resume

● To have something to give to potential employers,
  and to keep in your briefcase to give to people you
  meet casually - as another form of "business card."

● To help you clarify your direction, qualifications, and
  strengths, enhance your confidence, or to start the
  process of committing to a job or career change




                   Zahra Hashemi   09/02/2009
       Resumes (what to include)

● 1- Name:
● Address:
● Date of birth:
● Place of birth:
● Marital status:
● Number of children:
● Telephone, fax, email:



                    Zahra Hashemi   09/02/2009
       Resumes (what to include)…

● 2- Education history ( from the latest dates back to
    high school).
●   Example:
●   2000-2005 Received PhD of Clinical Biochemistry
    from Imperial college School of Medicine, University
    of London, London, UK. April 2005
●   1997-2000 Received MSc degree in biology from
    Kerman University, Kerman, Iran . June 2000.
●   1992-1997 Received BSc degree in biology from
    Kerman university with honors , Kerman, Iran. Dec
    1997.
                    Zahra Hashemi   09/02/2009
       Resumes (what to include)

● 3- Experiences (from the latest dates working back
  to the earlier dates
● Example:
● 2005 to date : senior lecturers of clinical
  biochemistry, Kerman university of medical sciences
  (during which time I have completed two textbooks
  to be published and five scientific articles published).
● 2000-2005: lecturer at Islamic Azad university,
  Tehran Iran


                   Zahra Hashemi   09/02/2009
        Resumes (what to include)

● 4- Honors and distinctions (from latest back to
  earlier dates).




                    Zahra Hashemi   09/02/2009
        Resumes (what to include)

● 5- Publications


● 6- Hobbies and interests


● 7- Language skills: (example: fluent in speaking,
  reading and writing English).




                    Zahra Hashemi   09/02/2009
Zahra Hashemi   09/02/2009
        Recommendation letters…

● 3 types:
● 1- academic
● 2- employment
● 3- character reference




                  Zahra Hashemi   09/02/2009
       Recommendation letters
● Recommendation letters should have 4
  major parts:

● Opening paragraph establishes your
  relationship to the student.

● This involves stating that you have known
  this student for a certain number of years.



                Zahra Hashemi   09/02/2009
● 2nd paragraph should include a discussion of the
  student’s work and academic ability. Emphasize one
  more than the others.

● 3rd paragraph you address the student’s personal
  qualities and character ( this is often the most important
  paragraph in the letter).

● Last paragraph: summation of any particularly
  outstanding attributes if the student that you may wish
  to reiterate and always an invitation to call you for
  additional information.

                     Zahra Hashemi   09/02/2009
         Recommendation letters…

● Use positive adjectives, words like:
● dependable
● Reliable
● Trustworthy
● Hard-working
● Friendly
● Honest
● Etc.


                  Zahra Hashemi   09/02/2009
         Recommendation letters…

● Avoid exaggeration which conveys a lack sincerity.
    The person who reads your letter should believe
    you, otherwise your letter is not worth much.
●   Do not praise too much
●   Print the letter on the institution’s letterhead.
●   Be truthful and honest
●   Be fair
●   Be non-judgmental


                    Zahra Hashemi   09/02/2009
                       Apology letters
● An effective letter of apology is an important part of that
    process and can help turn "lemons into lemonade" and actually
    improve a relationship.
●   TIMING. Write the apology letter as soon as possible.
●   ACTIONS. Rather than focusing on the damage you have
    caused, write about things you will do to rectify the situation.
●   BRIEF. Keep your apology letter short and to the point.
●   SINCERITY. No one wants to read overly dramatic language.
    Choose your words carefully and express yourself clearly and
    simply.
●   TONE. Your apology letter should be considerate and
    respectful. Remember, you are trying to rebuild a damaged
    relationship.
●   BLAME. Take full responsibility for what you have done.
●   FOLLOW UP. Try to set up a time when you can apologize in
    person, then back up your apology with considerate behavior in
    the future.           Zahra Hashemi 09/02/2009
      Apology For a missed deadline
● Apologize for a missed deadline as soon as possible
    after the incident.
●   The tone of your letter should be considerate and
    respectful because you have probably caused some
    inconvenience.
●   The letter should focus on actions you will take to make
    up for the missed deadline.
●   A sincere, well-worded apology followed by positive
    action can do much to undo any damage to your
    reputation.
●   Rebuild your reputation by consistently making
●    your deadlines in the future.


                    Zahra Hashemi   09/02/2009
    Abbreviations used in the formal
                 letters

● Asap : as soon as possible
● Cc: carbon copy
● Enc: enclosure (what else is enclosed)
● Pp )‫(امضا از طرف‬
● Ps : post script
● Pto (please turn over- for informal letters)

● Rsvp )please reply as soon as possible



                     Zahra Hashemi   09/02/2009
            Formal or informal????
●   Dear Tom,
●   Dear Ms Smith,
●   Best wishes,
●   Yours faithfully,
●   I'm really sorry I...
●   Unfortunately, we will have to postpone...
●   We had a little bit of luck...
●   Our computers are used for a variety...
●   I use my pencil sharper for...
●   polite phrases
●   fewer passive verb forms
                    Zahra Hashemi   09/02/2009
            Formal or informal????
●   Dear Tom, I
●   Dear Ms Smith, F
●   Best wishes, I
●   Yours faithfully, F
●   I'm really sorry I... I
●   Unfortunately, we will have to postpone... F
●   We had a little bit of luck... I
●   Our computers are used for a variety... F
●   I use my pencil sharper for... I
●   polite phrases F
●   fewer passive verb forms I
                    Zahra Hashemi   09/02/2009
             Formal or informal???
●   I am sorry to inform you that...
●   phrasal verbs
●   I am very grateful for...
●   Why don't we...
●   I will not be able to attend the...
●   idioms and slang
●   contracted verb forms like we've, I'm, etc.
●   Give my regards to...
●   I look forward to hearing from you...
●   Let me know as soon as...
●   short sentences
                    Zahra Hashemi   09/02/2009
            Formal or informal????
●   I am sorry to inform you that... F
●   phrasal verbs I
●   I am very grateful for... F
●   Why don't we... I
●   I will not be able to attend the... F
●   idioms and slang I
●   contracted verb forms like we've, I'm, etc. I
●   Give my regards to... F
●   I look forward to hearing from you... F
●   Let me know as soon as... I
●   short sentences I
                    Zahra Hashemi   09/02/2009
      Sample of a request letter

Dear sir,

I should like to open a credit account with you.
 Please let me know what references and other
 information you require.

Yours faithfully

 John Smith
                   Zahra Hashemi   09/02/2009
          Condolence letters
Dear friend
I feel bound to write to you at this time and express
 my deep sympathy to you in your loss. It is difficult
 to find the right words to express what is in my
 heart. Everyone who knew ------ admired him. You
 will need courage to see you through the time
 ahead. We shall all miss ------ .
 May God bless his soul
 Yours sincerely
 Maria

                Zahra Hashemi   09/02/2009
  A response to a Rejection letter
                                             January 29, 2008

NAME OF INSTITUTION:
To Whom It May Concern
Thank you for taking the time to reject my
application to your institution. Please know that I
received many qualified rejections this year, and as a
result, I am sorry to inform you that I am not able to
accept your rejection. Therefore, I will be attending
your school this Fall, and I will look forward to
continuing my academic career under your
supervision.

Until then,
Bob             Zahra Hashemi   09/02/2009
                       Submission letter

 Dear Jennifer Stevenson,
MISQ Review Coordinator
I would like to submit the attached manuscript, "An Experimental Study of
the E-Commerce/ERP Interface in a Retail Firm," for consideration for
possible publication in the Research Articles section of MIS Quarterly.
My two nominees for senior editor are Alan Dennis and Carol Saunders. I
realize that Carol Saunders is the editor-in-chief, but I would like to take
advantage MIS Quarterly's review policy that states that the editor-in-chief
may serve as a senior editor in the review process .
My two nominees for associate editor are Jeff Smith and Vern
Richardson. Dr. Smith is well versed in the topic of the paper, while Dr.
Richardson has used a methodology in his own research that is related to
the methodology in the paper being submitted.
Regarding the option of nominating up to four reviewers, my two nominees
are
Suzanne Ackoff
   523 Clifford Hall
   Englewood University
   Newcastle, NJ 55555-3333, USA
                           Zahra Hashemi 09/02/2009
       SAMPLE of a FOLLOW UP LETTER
Date
Decision Maker, Position
Company
Address
City
State, Zip code

Dear use name
I wanted to touch base with you concerning my recent application with
your company. Knowing you are busy I have enclosed another copy of
my resume for your review.
My interests and work experience are in the areas of sales and sales
management. Having worked with Xyz company for the past seven years
as a sales representative, I have strong experience and believe I could
be a strong asset to your organization.
I would appreciate the opportunity to visit with you in person, and will
call next week to check on your availability
Thank you for your time
Sincerely
                           Zahra Hashemi   09/02/2009
                     Certifications
This is to certify that First Name, Last Name has attended a
course/workshop organised by Rafsanjan university of
medical sciences.

Title of Course/Workshop:
____________________________________________
Dates: _____________________________________
Location: _________________________________________
Main Organizer:
_________________________________________________

         Place and date:
Signed by main responsible person
                     Zahra Hashemi   09/02/2009
Emails




         Zahra Hashemi   09/02/2009
                  Emailing
Emails combine aspects of formal speech, formal
written communication and new ways of showing
emotions.

The differences between emails and regular mails:
1- speedy electronic communication.
2- shorter.
3- quick answer.
4- regular mail needs a lot of clarification.
5- using sarcasm in the email is dangerous.


                Zahra Hashemi   09/02/2009
  Writing sensible email messages
Email is meant for quick, simple communication.
As a general guide that means roughly 4 or 5
paragraphs at most (20 to 30 lines).

1- Understand why you are writing.

2- What’s the action here? Put it in the top part of
the letter.

3- for emphasis use asterisks, capitalize, use
exclamation!!!!!! And creative punctuation,

                  Zahra Hashemi   09/02/2009
               Emailing ….
1- Write a meaningful subject line.
2- Keep the message focused and readable.
3- If you can, Avoid attachments. (In general,
 attachments
take time to download (and check for viruses)
take up needless space on your recipient's computer,
 and
don't always translate correctly for people who read
 their e-mail on portable devices).

4- Identify yourself clearly.
5- If you are unhappy about a problem always: Be
kind. Don't flame.
                Zahra Hashemi   09/02/2009
                     Emailing…

6- Proofread
7- Don't assume privacy (praise in public, and criticize in
    private).
8- distinguish between formal and informal situations.
 9- Respond Promptly .
10- Show Respect.
11- wait a moment before pressing ”send”

12- make yourself look good online because your email
   can be forwarded to anyone or everyone else in the
   company or anywhere
                   Zahra Hashemi   09/02/2009
                 Emailing…


Poor spelling and grammar show a lack of attention
to detail and sends the wrong message about
yourself and how you do business, so check spelling
and grammar.




               Zahra Hashemi   09/02/2009
What do cc: and
 bcc: mean?

 There is a certain etiquette with email, especially in
 the use of the carbon copy( cc:) and blind carbon
 copy( bcc fields. It is polite to add addresses to the
 'cc ':field if those people need to know about the
 subject but are not required to act on the contents .
 The' bcc ':field is useful where caution is required.
 People in this field are hidden from other recipients
 in the 'To', 'cc:' and 'bcc:' fields. They can
 themselves see others in the 'To' and 'cc:' fields but
 not the 'bcc:' fields.

                 Zahra Hashemi   09/02/2009
                         Do’s
● write an informative subject line

● put the key point of your message up front

● be brief

● make it easy for the reader to reply yes or no or give
  a short answer (instead of "let me know what you
  think" write "Is Monday or Wednesday at 2PM best
  for you”



                  Zahra Hashemi   09/02/2009
                          Do’s…

● make it easy to read, combine Upper & lowercase,
    use white space and legible
●   Use Appropriate font
●   personalize by using conversational
    tone(contractions, pronouns)
●   end well with an appropriate next step
●   proofread
●   wait a moment before pressing ”send”
●   make yourself look good online because your email
    can be forwarded to anyone or everyone else in the
    company or anywhere
                   Zahra Hashemi   09/02/2009
                          Don’ts

● don't use email if the message needs to be private.
● don't send an email you wouldn't want anyone else
    to read, it's too easy to forward.
●   don't leave subject line blank.
●   don't use all capital letters.
●   don't forward a message without a brief comment
    why you're forwarding it.
●   don't overrun emails with smiley faces or other
    emoticons.
●   don't let emotions or offensive language detract from
    your message.
●   don't send without checking for mistakes
                       Zahra Hashemi   09/02/2009
           A letter of cancellation
35, rue Dumas
58000 Nevers France
16 March 2000
The Manager
The Black Bear Hotel
14 Valley Road
Dorchester

Dear Sir or Madam,
I am afraid that I must cancel my booking for
August 2nd-18th.
I would be very grateful if you could return my
£50.00 deposit at your early convenience.
Yours faithfully,
Agnès Andrée.      Zahra Hashemi 09/02/2009
Thank you for your attention




        Zahra Hashemi   09/02/2009

				
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